Reserve Analyst

Overview¶

Goal. Complete your first week as the analyst who builds a property's reserve study: get access, review what already exists, build out the component inventory, log the study itself, and produce the report your board reviews.

Audience. Reserve Analysts newly added to a property or Portfolio, whether you are on SmartProperty's staff or an outside provider your Association works with.

Your role edits the reserve study and its components directly, builds the "Reserve Analysis Report", and reads everything else you touch along the way.

Setup¶

An Account Admin or Property Manager adds you to SmartProperty, assigns you the Reserve Analyst role, and selects which property or properties you can see, all in the same step. You receive an email invitation once that is done.

Without a property selected for you, you can sign in and find an empty screen. If that happens, ask whoever manages users for your Portfolio to check your property access.

The Reserve Analyst role gives you edit access to "Reserve Studies" and "Components", and edit access to the "Reserve Analysis Report" specifically. The rest of "Reports", along with "Projects" and "Maintenance", opens for you at view only. "Financial Management", "Portfolio Analytics", and "Role Management" do not appear in your left menu at all, because your role does not reach them. "Platform Settings", the module covering Portfolio wide administration, is not part of your role either, though you can still open "Property Settings" for your own property from the gear at the bottom of your left navigation, because that screen follows your "Reserve Studies" access rather than "Platform Settings".

How-to¶

Accept your invitation and sign in. If this is your first time on SmartProperty, follow the link in your invitation email to register. See How do I Register on SmartProperty Portal?. If you already have a SmartProperty account from another property or Portfolio, sign in with your existing email and password instead. See How do I Login to SmartProperty Portal?. Signing in opens your "Dashboard" for the property selected at the top of the screen.

See what your role shows you. Your left menu lists only the areas your role reaches, and the controls on each one match your access level. See What Can Each User Role Do? (Role Permissions Reference) for the full breakdown of what each role can reach.

Read the property's reserve study before you change anything. The "Dashboard" opens on the property's percent funded, and "Components" shows the "Useful Life" and "Remaining Useful Life" behind that figure. See What a reserve study is and what it tells you for how these pieces fit together, and for where the property's funding plans and reserve study history live.

Build out the component inventory. Add the property's components one at a time, or load a full inventory from a spreadsheet. See Add a component to your property for adding components individually, and Import components from a CSV file for loading many at once. If you start from a component list exported from a different property, clear the "Component ID" column first. A "Component ID" only matches components on the same property, and an unmatched one stops that row from importing. Go back to a component's own detail page to correct a name, a cost, or a category as your review continues. See Edit a component.

Keep two fiscal years straight if a planning year is already open. Most edits made in the current fiscal year carry into the planning year, adjusted for a year of aging and inflation. Edits made directly in the planning year stay there. See Why a component change shows in one year but not the other before you start entering next year's changes.

Log the study itself. Record this reserve study's type, date, and provider on the property's own history, alongside its other property details. Open the gear at the bottom of your left navigation, then select the history tab. See Where to find settings for your property, your Portfolio, and your own account for where this tab sits alongside the rest of Property Settings.

Build and export the "Reserve Analysis Report". You build and edit the "Reserve Analysis Report" yourself. Every other report in "Reports" opens for you at view only, and you can still produce a PDF or an Excel file from any of them. See Generate and export a report for choosing columns and sections, and for producing either file.

Ask Atlas, once it is turned on for you. Ask plain language questions about the property instead of hunting across screens for a figure. Confirm anything Atlas gives you against the property's own pages before it goes into a board conversation or a funding decision. See How do I open Atlas Intelligence, and what data does it see?.

Reference¶

What your role can see¶

Edit access: "Reserve Studies", "Components", and the "Reserve Analysis Report".

View only: the rest of "Reports", "Projects", "Maintenance".

Not available: "Financial Management", "Portfolio Analytics", "Role Management", "Platform Settings".

An area your role does not reach is left off your menu rather than shown and disabled.

Your role can be correct while your property access is not. Ask whoever manages users for your Portfolio to confirm a property is selected for you.

If you need financial assumptions or the approved funding plan¶

"Financial Management" is not part of your role, so "Plans" and "Financial Assumptions" do not appear in your left navigation. An Account Admin, Property Manager, or CFO sets the property's financial assumptions and records which funding plan the Association selects. Ask them for the current figures if your reserve study needs them.

If a component will not import¶

A row with a "Component ID" that does not match an existing component on this property does not import. A file exported from a different property carries that property's Component IDs with it. Clear the column before you import the file here.

If you have Intelligence¶

Some Portfolios have Atlas Intelligence set up. If "Intelligence" appears at the top of your left menu, see How do I open Atlas Intelligence, and what data does it see?. If it does not appear, your Portfolio has not set it up. Contact SmartProperty to ask about it.

If you forget your password¶

See How do I Reset Account Password?.

If a page you expect is missing¶

A role change or a property access change reaches you once you refresh the page. If you follow an old link to a page your role does not reach, SmartProperty opens a page you can reach instead of showing an error.

How do I Register on SmartProperty Portal?

How do I Login to SmartProperty Portal?

How do I Reset Account Password?

What Can Each User Role Do? (Role Permissions Reference)

What a reserve study is and what it tells you

Add a component to your property

Import components from a CSV file

Edit a component

Why a component change shows in one year but not the other

Where to find settings for your property, your Portfolio, and your own account

Generate and export a report

How do I open Atlas Intelligence, and what data does it see?